Job Title: OFFICE COORDINATOR

Reporting Structure:

Reports to the Manager of Insurance and Investment Administration

About the Job:

The Office Coordinator is responsible for a variety of administrative functions including building and facilities coordination, corporate supply inventory and ordering, mailroom operations, and front desk reception. You thrive in a fast-paced, dynamic environment and are eager to learn and grow. Known for your accuracy and attention to detail, you effectively prioritize and manage multiple tasks. You work well independently, taking ownership of your responsibilities while knowing when to escalate issues appropriately.

Key Responsibilities:

1. Act as the primary point of contact for all building-related matters at our Toronto office, including after-hours emergencies

2. Source and oversee suppliers, contractors, and vendors based on needs, such as those for maintenance services, file management, and document storage

3. Oversee office access and security (entry passes, parking lot processes)

4. Prepare and send employee communications related to building matters or supplies

5. Participate in the Joint Health & Safety Committee

6. Support budget preparation for supplies and building costs and monitor performance

7. Source, order, receive, store, and track corporate supplies, ensuring appropriate stock is available on a timely basis ensuring office is “ready for the day”

8. Receive incoming courier packages and arrange for outgoing courier packages

9. Sort incoming mail and distribute to the appropriate department or person

10. Maintain reception by answering all incoming calls in a positive, skilled manner and greet,



assist, and direct all visitors

11. Other duties as assigned from time to time by the Manager of Insurance and Investment Administration or by the Chief Operating Officer

Qualifications, Skills & Experience:

1. 1–3 years of experience in office administration, facilities/building management, and administrative support (preferred)

2. Exceptional organizational skills with strong attention to detail and accuracy

3. Proactive self-starter with the ability to work independently and take ownership of responsibilities

4. Collaborative team player with a demonstrated ability to contribute to departmental objectives

5. Excellent verbal and written communication skills

6. Comfortable handling packages and courier deliveries; able to lift up to 30 lbs. (with use of a cart or dolly as needed)

7. Experience with switchboard and front desk reception considered an asset

8. Strong ability to prioritize tasks, manage multiple responsibilities, and meet deadlines

9. Proficiency in Microsoft Office Suite is an asset

Work Environment: Onsite at organization’s office location five (5) days per week (non negotiable).

This position represent a current, existing vacancy within the organization.

We do not use AI to screen the candidates.

Pay: $45,000.00-$55,000.00 per year

Benefits:

- Casual dress
- Company events
- On-site parking
- Paid time off

Ability to commute/relocate:

- North York, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Willingness to work on site 5 days per week.
- Are you able to lift boxes up to 50 pounds?

Work Location: In person

📌 Office Coordinator (Canada)
🏢 VP Realty
📍 Canada